Tips to Keep in Mind When You Run a Paperless Office

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Lawyers seem to be drowning in paper. You know very well that storing paper isn’t just a problem. But how do you keep all of which filed in the right way? How should you locate it later when you need this? How do you readily provide a copy to a client or another party? This can be a big problem for those who are still starting out in their practice and such can appear like a small problem but for those who have been in the practice for some time are indeed dealing with overflowing bankers boxes, file cabinets as well as closed files. Such can be a really big problem.

You should know that the answer isn’t just as easy as scanning everything and simply converting the paper into electronic files. You should have the right equipment, scanned document management software as well as processes in place before you would get started so that you are as efficient as well as effective as possible. Otherwise, you could be wasting a big amount of your time and resources and not improve the issue.

There are several things that you should remember prior to becoming paperless unlike just simply buying a scanner and paperless filing system software. Before scanning the first piece of paper, you must know several things in order to come up with a process and procedure that can be followed readily by others.

Storage is one essential thing that you must consider. You have to think about where you are going to place the digital files. Should they stay in a network or in one computer? What is fantastic with the present technology is that hard drives are now affordable and they would keep getting bigger as well. You may have a 1 TB internal hard drive for less than $100.

Also a great thing that you should consider is such manner of organization of the digital files which you have on the paperless office software. You can organize them through the name of the client or document type. In the current paper filing system, should you place the files in the filing cabinets in an alphabetical order according to client? You can also have them organized by year and by client.

Naming is quite an important thing that you should also remember. Determine how to name those electronic files you have. Is there consistency to the file naming structure or does every person in the office use whatever name they like? If you are just starting out, it is much easier to come up with a naming process and implement it as you add others to the staff. You will be able to find various file naming ideas for your system. If you want to read more about paperless office, you can go to http://www.ehow.com/video_2200727_train-employees-paperless-offices.html.